#387-LAP-DCS26 Teacher Laptops

BID NOTICE
To: Prospective Bidder
From: Jenifer Hale
DeSoto County Schools
5 E. South Street
Hernando, MS 38632
662-449-7291
Issue Date: February 24, 2026
Notice of Bid/Reverse Auction
Unpriced Bid Proposals Bid Opening/Reverse Auction
Date: March 20, 2026 Date: March 25, 2026
Time: 9:00 am, CST Time: 9:00 am, CST
Location: DeSoto County Schools Location: DeSoto County Schools
Central Services Central Services
5 East South Street 5 East South Street
Hernando, MS 38632 Hernando, MS 38632
Bid Items
Bid Number: #387-LAP-DCS26
Description: Teacher Laptops
Procurement Schedule:
Public Notice to Newspaper February 24, 2026
Advertisement Publication Dates February 26 & March 5, 2026
Release of Bid February 26, 2026
Deadline for Questions/Clarifications March 12, 2026, Noon CST
Unpriced Bid Proposals March 20, 2026, 9:00 am, CST
Reverse Auction for Approved Bidders March 25, 2026, 9:00 am, CST
Anticipated Board Approval April 2, 2026

DESOTO COUNTY SCHOOLS
5 East South Street * Hernando, Mississippi 38632
662-429-5271 * fax 662-429-4198 * Website: www.desotocountyschools.org
"EXCELLENCE IS A COMMITMENT "
Instructions and Terms for Reverse Auction Event
Unpriced Proposals will be received by the DeSoto County School Board of Education, 5 East South Street, Hernando, MS
38632 or electronically at www.centralbidding.com, at the date and time specified on the BID NOTICE. Neither dating of
the Unpriced Proposal Form, nor placing it in the mail by this date will meet legal requirements. All Unpriced Proposals
must be received at the Board of Education or electronically at www.centralbidding.com on or before the date and time
specified in the Procurement Schedule. The DeSoto County School Board of Education reserves the right to reject any
and/or all Unpriced Proposals received and to waive any and all informalities.
1. If submitting a paper Unpriced Proposal, it shall be typed. Any changes made must be initialed. Changes shall
not be allowed after the Unpriced Proposals are opened. The DeSoto County School District (hereafter, the
District) shall not be responsible for any errors or omissions. Unpriced Proposals may be hand delivered, mailed,
or submitted electronically. Paper Unpriced Proposals must be submitted in a sealed 8" x 10" or larger
envelope. Please label the envelope or shipping package as follows or the bid may be rejected:
Attn: Jenifer Hale
Teacher Laptops
#387-LAP-DCS26
March 20, 2026, 9:00am
Name of company or person submitting bid
Any Unpriced Proposal received after the opening date or time shall be refused and marked "Late Unpriced
Proposal" and returned to the bidder unopened. For this purpose, the official time for the Unpriced Proposal
opening shall be based upon the time as indicated by the Purchasing Department. It is solely the responsibility of
the bidder to ensure Unpriced Proposals are received prior to the opening date and time.
2. Unpriced Proposals may be modified or withdrawn by written notice from the bidder, if received by the
Purchasing Department prior to the date and time set forth in the BID NOTICE. In order to modify an Unpriced
Proposal, the bidder must submit a new Unpriced Proposal with the words "Modified Unpriced Proposal" shown
in the lower left corner of the sealed envelope or shipping package. The original Unpriced Proposal remains
the property of the District. Telephone modifications or withdrawals will not be accepted. If a bidder withdraws
an Unpriced Proposal, all documents shall remain the property of the District.
3. The District shall issue a written addendum if substantial changes, which impact the technical submission of
proposals, are required. A copy of the addenda will be given to all vendors that are known to have requested
bid documents. In the event of a conflict with the original contract documents and the addenda, the addenda
shall govern all other contract documents to the extent specified. Subsequent addenda shall govern over prior
addenda only to the extent specified.
4. All items contained in this Unpriced Proposal are to be per specifications unless otherwise specified.
5. All bids shall be submitted exclusive of all taxes. Documentation of tax exemption will be furnished when
necessary.
6. Both paper Unpriced Proposals and electronic Unpriced Proposals shall be submitted on the supplied Unpriced
Proposal Form. Electronic Unpriced Proposals shall be submitted online at www.centralbidding.com. Should
the bidder's response not be submitted on the supplied Unpriced Proposal Form, the District reserves the right
to reject the bid.

7. The District reserves the right to purchase from the next lowest responsible Bidder, or from other sources, if
the awarded Bidder cannot deliver the bid items, for whatever reason, within the time specified.
8. If the District's Superintendents Office is closed for any reason, including but not limited to inclement weather,
an emergency situation or any other act of nature, for which closure prevents the opening of bids at the
originally advertised date and time, all bids received shall be publicly opened and read aloud on the next
business day that the District's Superintendents Office shall be open for business at the previously advertised
time. The new date and time of bid opening, as determined in accordance with this paragraph, shall not be
advertised. Any vendors that have been invited to participate in the reverse auction will be notified of such
changes. DeSoto County Schools shall not be held responsible if invited vendor fails to comply or misses reverse
auction due to no fault of the District.
9. If any Bidder contemplating submitting an Unpriced Proposal under this bid is in doubt as to the meaning of the
requirements of the bid or the bid process, the Bidder must submit a written request for clarification by the
date and time designated in the Procurement Schedule by email to dcs.purchasing@dcsms.org. The District
will respond to all inquiries and render an official interpretation of the question in writing via
addendum/clarification and will be sent to all bidders requesting bid information. The Bidder shall certify its
acknowledgement of the addendum/clarification by noting in space provided on the Vendor Information &
Agreement Form and returning it with their Unpriced Proposal. Questions received after the mentioned
deadline for Written Questions/Clarifications shall not be considered.
Qualification of Bidders:
Unpriced Proposals will be evaluated by staff of the District. All bidders submitting acceptable required paperwork will be
invited to participate in the electronic reverse auction. The District reserves the right to extend the auction date, if
necessary, to complete the pre-qualification process.
New Vendors:
A New Vendor Packet will need to be completed by any bidder that has not previously worked with DeSoto County
Schools. This bid packet includes a Vendor Registration Form and a Conflict-of-Interest Disclosure Form. The bidder shall
complete the packet and submit along with any other required documents due with the Unpriced Proposal. Only
complete and return this packet with your Unpriced Proposal submission if you are new vendor to DeSoto County Schools.
Method of Bidding:
Bids from approved vendors will be accepted during an electronic reverse auction bid event that has a starting date and
time of March 25, 2026, 9:00 am, CST. Bids will only be accepted in an Electronic Process hosted by Central Bidding and the
approved vendor must complete the free registration at: https://www.centralauctionhouse.com/registration.php to
participate in this Electronic Reverse Auction Bid Process. For any questions relating to the electronic submittals and/or
bidding process, please call Central Bidding at 225-810-4814.
Accounting Practices:
The DeSoto County School District requires that Purchase Orders be issued before any items are ordered or delivered. The
DeSoto County School District shall not be responsible for any products delivered without an approved Purchase Order
and/or without a signed acknowledgement of receipt by a District employee at time of delivery. The awarded bidder shall
provide accurate, legible, and timely documentation, such as invoices, credits, and statements as requested by the District.
The awarded bidder agrees to receiving payment within 45 days from date of receipt of a properly submitted invoice, or
within 45 days after inspection and approval of the goods and/or services by DeSoto County Schools, whichever is later. In
the event of a bona fide dispute, the awarded bidder agrees that DeSoto County Schools shall pay only the amount not in
dispute, as per Miss. Code Ann. 31-7-305.

Budgetary/Funding Constraints:
The District reserves the right to reduce or increase the quantity or retract any item from the bid without any obligations
or penalty based upon availability of funds.
Governing Law:
This agreement shall be governed by and construed in accordance with the laws of the State of Mississippi. The venue for
the resolution of any dispute shall be DeSoto County, Mississippi. The bidder expressly agrees that under no circumstances
shall the District be obligated to pay attorney fees or the cost associated with any legal action initiated by the bidder.
W-9 Form:
The DeSoto County School District requires the attached W-9 Form to be completed and included in your bid submission.
Insurance Requirements:
The awarded bidder will be required to present the District with a certificate of coverage documenting liability insurance
coverage of $1,000,000 and workers' compensation insurance coverage of $500,000 per occurrence and listing the District
as the certificate holder for each policy. This certificate must be presented to the District prior to approval of the awarded
bidder by the DeSoto County Board of Education. The policy must remain in effect during the entire term of the bid.
DeSoto County School District does not discriminate on the basis of race, gender, religion, national origin, age, or handicapping conditions and is an equal opportunity employer

DESOTO COUNTY SCHOOLS
5 East South Street * Hernando, Mississippi 38632
662-429-5271 * fax 662-429-4198 * Website: www.desotocountyschools.org
"EXCELLENCE IS A COMMITMENT "
Teacher Laptops
BID #387-LAP-DCS26
Specifications
DeSoto County Schools will be conducting a bid for a quantity range of 250 - 500 laptops, delivery, pre-delivery services,
warranty and repair. This will be a one line auction with anti-sniping enabled. Systems must meet or exceed the specifications
listed below in order to be considered. Warranty and shipment specification alterations on bids may be grounds for bid to be
rejected.
Bid will expire July 31, 2026. Bid price must remain in place through this date. Delivery of initial order no later than June 1,
2026.
Shipping costs must be included in bid price.
Winning vendor must accept purchase orders.
Winning vendor must accept 45-day net pay.
Laptops being bid must be the laptop noted below or an equivalent or better model that meets the specifications listed
below. If bidding an equivalent or better model than specified, specifications must be included with Unpriced Proposal
submitted 9 am, CST, March 20, 2026. Not including such specifications for equivalent or better model with Unpriced
Proposal submission may be grounds for dismissal from inclusion in the reverse auction scheduled for March 25, 2026, at 9
am, CST.
The standard for this bid is the Lenovo ThinkPad L16. Any product other than this brand and model must meet or exceed these
specs.
Quantity: 250-500
AMD Ryzen 5 or Intel i5 processor.
16 GB RAM or more.
250GB SSD or larger.
15.6" screen or larger.
Touch screen.
Touch mouse pad.
Laptop must include at least two USB-C ports, one of which can be used for charging that can be used for charging, at least one
USB-2.0 port or better, at least one HDMI 2.0 port or better, one 3.5 mm headset mic port.
Full sized ASCI Keyboard.
Windows 11 EDU. (This can be added at the time of imaging)
Supports Wireless 6E
Must charge from a USB-C port with an included USB-C charger.
Spill resistant keyboard.
Laptop must come with the manufacturer approved USB-C adapter/charger.

Laptop must be able to charge completely from the USB-C port adapter and must be able to charge from a totally dead battery
state using the USB-C charger without modifying any settings on the laptop.
A case that does not limit laptop screen opening to its widest possible position. If this laptop allows tablet mode, the case should
not inhibit the full opening into tablet mode. Case should not block or limit access to any ports. Case should allow clear viewing
and scanning of laptop serial number and applied fixed asset tag on the bottom of the laptop.
Pre Delivery Services.
Vendor must be a member of the Cloud Solution Partner (CSP) program, so they can enroll devices in the District's Autopilot
program.
Laptops will have DeSoto County Schools' images installed. Windows 11 EDU can be added at this time. DeSoto County Schools
Tech Department will need to have a call prior to the image being created to guarantee full function of all Intune features and
software
Laptops should arrive in cases.
A list of serial numbers sent with netbook shipments for inventory purposes.
A list of serial numbers provided in an Excel spreadsheet.
Delivery.
Laptops should be delivered to DeSoto County Schools Technology Warehouse no later than June 1, 2026.
Warranty.
Three-year accidental/drop-damage warranty. Warranty repairs will be depot repairs or exchange with shipping both ways
covered by the manufacturer. Repairs can also be onsite by manufacturer/manufacturer contractor.
Warranty period should begin on the day that the laptops arrive in our district.
SIGNATURE DATE
PRINTED NAME TITLE

TEACHER LAPTOPS
BID# 387-LAP-DCS26
Un-Priced Proposal Form
Vendor Name: _______________________________________
AGREE SPECIFICATION
Quantity to be between 250 -500 Teacher Laptops
Bid to expire July 31, 2026. Delivery of initial order no later than June 1, 2026.
Vendor agrees to NET 45 terms
Vendor agrees to pre delivery services
Vendor agrees to warranty terms
Vendor must be a member of the Cloud Solution Partner (CSP) program, so they can
enroll devices in the District's Autopilot program.
Laptops will have DeSoto County Schools' images installed. Windows 11 EDU can be
added at this time. DeSoto County Schools Tech Department will need to have a call
prior to the image being created to guarantee full function of all Intune features and
software.
Laptops should arrive in cases.
A list of serial numbers sent with netbook shipments for inventory purposes.
A list of serial numbers provided in an Excel spreadsheet.
Meets Alternate
**SPECS**
Lenovo ThinkPad L16 or equivalent
AMD Ryzen 5 or Intel i5 processor.
16 GB RAM or more.
250GB SSD or larger.
15.6" screen or larger
Touch screen
Touch mouse pad.

TEACHER LAPTOPS
BID# 387-LAP-DCS26
Un-Priced Proposal Form
Vendor Name: _______________________________________
Laptop must include at least two USB-C ports, one of which can be used for
charging that can be used for charging, at least one USB-2.0 port or better, at
least one HDMI 2.0 port or better, one 3.5 mm headset mic port.
Full sized ASCI Keyboard.
Windows 11 EDU. (This can be added at the time of imaging)
Supports Wireless 6E
Must charge from a USB-C port with an included USB-C charger.
Spill resistant keyboard
Laptop must come with the manufacturer approved USB-C adapter/charger.
Laptop must be able to charge completely from the USB-C port adapter and
must be able to charge from a totally dead battery state using the USB-C
charger without modifying any settings on the laptop.
A case that does not limit laptop screen opening to its widest possible position.
If this laptop allows tablet mode, the case should not inhibit the full opening
into tablet mode. Case should not block or limit access to any ports. Case
should allow clear viewing and scanning of laptop serial number and applied
fixed asset tag on the bottom of the laptop.
Three-year accidental/drop-damage warranty. Warranty repairs will be depot
repairs or exchange with shipping both ways covered by the manufacturer.
Repairs can also be onsite by manufacturer/manufacturer contractor.

TEACHER LAPTOPS
BID# 387-LAP-DCS26
Un-Priced Proposal Form
Vendor Name: _______________________________________
SIGNATURE DATE
PRINTED NAME TITLE

DESOTO COUNTY SCHOOLS
5 East South Street * Hernando, Mississippi 38632
662-429-5271 * fax 662-429-4198 * Website: www.desotocountyschools.org
"EXCELLENCE IS A COMMITMENT "
Vendor Information & Agreement Form
Teacher Laptop Unpriced Proposal
March 20, 2026, 9:00 am, CST
Bid #387-LAP-DCS26
I/We propose to furnish and deliver the items on the Unpriced Proposal Form according to your specifications.
I/We further agree not to request permission to withdraw our bid after the bids have been opened.
This bid consists of the (A) Bid Notice, (B) Bid Instructions and Terms, (C) the Required Specifications, and (D) the Unpriced
Proposal Form.
I/We, the undersigned, do hereby understand, acknowledge, and accept the instructions under which this Unpriced
Proposal was requested by the DeSoto County School District.
__________________________________________ _______________________________________
Company Name Authorized Representative Name (Print)
___________________________________________ _______________________________________
Address Signature
___________________________________________ _______________________________________
Federal Tax I.D. Number Title
___________________________________________ _______________________________________
Telephone Date
___________________________________________ _______________________________________
Fax Email
If applicable, please acknowledge acceptance of addenda/clarification(s) issued by checking below:
Addendum 1____ Addendum 2____ Addendum 3____ Addendum 4____
Return with your Unpriced Proposal paperwork due March 20, 2026, by 9am, CST
* Completed Vendor Information & Agreement Form
* Completed Unpriced Proposal Form
* Insurance Accord Form
* Completed W-9
* Completed New Vendor Packet (Vendor Registration Form & Conflict-of Interest Disclosure Form),
only if vendor has not previously conducted business with DeSoto County Schools